Responsibilities:
The
role’s scope is divided into three primary functional areas: Project
Coordination, Administrative Management, and Stakeholder Liaison.
Project
Coordination & Logistical Support
- Assist the Project Manager and Director in the
initial programming and scheduling of Level 1 Projects to ensure work is
completed in a controlled and timely manner.
- Subcontractor Engagement: Coordinate and engage
specialized Subcontractors (e.g., GPR scanning, crane services, earthing
works) with the necessary approvals from the Level Director.
- Permitting & Approvals: Take sole
responsibility for coordinating works with local Councils and obtaining
all necessary project-related permits and regulatory approvals.
- Authority Submissions: Prepare and submit
necessary technical paperwork to electrical authorities to ensure
compliance and project start clearance.
- System Management: Create and update Level 1
Jobs and documentation within company systems, including Dropbox, AroFlo,
and ServiceM8 (training on these specific systems will be provided).
Administrative
& Financial Management
- Invoicing & Purchasing: Generate and issue
Purchase Orders (POs) for materials and services, working jointly with the
Project Manager.
- Payment Processing: Process and approve payments
for work-related permits and regulatory fees, following company protocols.
- Scheduling & Clerical: Manage general
administrative duties, including scheduling meetings for the Director/PM
and ordering office stationary.
- Documentation & Compliance: Assist in
ensuring project documentation adheres to the principles of quality,
safety, and environmental management, including references to ISO 9001,
ISO 14001, and ISO 45001 standards (training on application will be provided).
Stakeholder & Client Liaison
- Client Updates: Maintain proactive communication
with Clients, providing timely updates on project progress and working
collaboratively to resolve any emergent issues.
- Community Liaison: Act as the primary point of
contact for external parties, responsible for liaising directly with
residents and affected customers regarding scheduled work, primarily via
email but potentially by phone.
- Communication Flow: Answer phones, take
messages, and direct inquiries to the appropriate internal parties (Office
Manager, Project Manager, or Director).
Requirements
The
successful candidate must possess strong core administrative and communication
skills. Training will be provided for industry-specific knowledge (permits,
council liaison, and ISO application).
Essential
Must-Have Requirements (Non-Negotiable)
- Communication & Manner: Excellent people
communication skills and a pleasant, professional manner for daily
interactions with clients, residents, and authorities.
- Negotiation Skills: Strong skills in negotiation
to manage expectations, resolve disputes with customers, and coordinate
efficiently with suppliers/subcontractors.
- Clerical Proficiency: Proven strong clerical and
administration skills with a meticulous attention to detail, necessary for
paperwork and data entry.
- Software Proficiency: Proficiency in the
Microsoft Office Suite (or equivalent, e.g., Google Workspace) for
documentation and scheduling.
- Adaptability: Demonstrated ability to learn
quickly and adapt to new administrative and project management software
(experience with similar tools is acceptable).
Desired
Experience (Plus, but not Required)
- Prior exposure to managing decision-making
authority related to purchasing, payments, or vendor engagement.
- Familiarity with regulatory environments, permit
submission processes, or working with government/local council bodies.
- Experience in a construction, engineering, or
utilities-related industry is beneficial.
How to Apply
